Secretary to Business Head
Landmark
Total years of experience :6 years, 8 Months
Working as Secretary to Business Head as well Office Admin Executive.
Swedish Expatriate & a Team of 20 Executives
Calendar
Currently Acting Secretary to Marketing Head and Project Director
Manage all non - CTC claims, reimbursements and travel documents on SAP
Collection & generation of data for MIS
Prepare presentations, word documents & excel sheets as per requirement
Taking care of time, travel (Domestic and International), Visa filing, conveyance and hotel accommodation, agendas and necessary contacts, country information, Forex management, Matrix mobile, data card connections.
Provide administrative support for meetings to include booking of conference halls, arranging Video Conferences, provision of transport, provision of meals arious meetings
Manage FRRO processes, VISA application and documentation for stay in India of Deputy CEO and family
Ensure security of documents of Dy CEO Office
Assisting department heads arranging various interviews (Telephonic / Skype / in person), thereafter maintaining the assessment reports
Anticipating Deputy CEO‘s requirements and taking proactive action
Team coordination related to Deputy CEO’s office.
Managing external & internal communication on behalf of Deputy CEO. Keeping track of periodic communications and follow ups
Able to follow directions, sometimes from multiple sources, and prioritizing
Ensuring timely payments to Clubs / Banks / telephone bills / monthly voucher claims / credit cards
Documentation of all correspondence, files
Office travel for Team members: International and domestic: - Visa for team members, FT1, cost effective flight booking, hotel / logistics, Forex, Matrix
Reconciling corporate credit cards
Strong negotiation skills with vendors / suppliers to allow for efficient costing.
Taxation
Driver:-Salary/ Overtime calculation
House related coordination that requires my help
Key Result Area /Appraisal: Team and Deputy CEO file maintenance with required follow ups
Departmental Budget
Reporting to Project Director, DIAL Projects (Joint Venture)- South African Expatriate
Headcounts supported: Team of 3 Executives plus offshore Consultants
Roles and responsibilities:-
Proactively assess schedule and provide assistance streamlining communication & processes.
Create and keep updated various PowerPoint presentations on the Project work to be used by the Director Projects at various internal and external meetings.
Coordinate Global Offices’ Team meetings, Management Team meetings, and Advisory Board meetings by setting agendas, note-taking and managing logistical details.
Arranging Video Conferences, Telephone conferences.
Departmental coordination.
Answer phones, manage all incoming inquiries, screen all mail, decide how best to route questions, and respond to selected email messages on behalf of the Director.
Plan all travel, both domestic and international. This includes flights, Visa, hotel accommodation, inter-city transportation, and all logistics related to events and other official activities.
Assist with calendar management and with filtering, qualifying and scheduling phone calls & meeting requests.
Prepare presentations and reports based on daily trackers.
Management of filing system like contracts, tenders, travel approvals.
Updating key contact information.
Calculate accurate expense reports and reconcile with credit card statements.
Coordinate visits from Country and Regional office’s staff.
Undertaking special projects, such as research projects, as necessary.
Working in liaison with Accounts, Finance and Consultants for payment of invoices as per contract and tender & tracking by Excel sheets. Regular follow up as per due date.
Dealing and maintain PR with CEO’s and Directors regarding meetings, other issues.
Forex management.
Petty cash/ Imprest cash management on monthly basis.
Tracking staff attendance and maintaining records of leaves etc.
Procuring and updating the licenses, certificates and statutory documents required for the project.
Having done Check In and Check Out at the front desk.
Escorting them till their guest rooms while doing hotel induction (restaurants, hotel information) and finally room induction.
Taking care of first aid, concierge, confirming the guest’s flights and reserving them at various venues both in house and outside the hotel.
Currency exchange, handling the grievances and complaints, maintaining a good relation with clientele so that they become a repeat guest.
• Secured 3rd position in final year B.Sc., IHM Jaipur • Secured 3rd position in 2nd year B.Sc., IHM Jaipur Secured 17th rank all India level in Institute of Hotel Management. Secured highest marks in Front Office and House Keeping in 2nd Year B.Sc., IHM Jaipur and was awarded Selected as the Head of Organization Committee of the cultural week at college premises, IHM Jaipur (2007). a rolling trophy
Graduation B Com (h) Subjects: Audit Taxation Economics Accountancy
Diploma in Financial management with 63% marks.
